Workspace Organization: Eliminate Distractions, Increase Productivity
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Organizing a workspace—whether it’s a home office or part of a business or commercial space—brings unique challenges, but if you take the time to think through your daily routine and the ways in which you move through and work in your space every day, you can create a system that works for you and makes you more organized.
Create zones. Keep your most frequently used items, ideally contained and/or properly labeled, either on your desk or on the shelves or drawers closest to where you work. The items you use less frequently can be stored away in drawers, on higher shelves, or in cabinets and closets.
Clear the clutter. Establish a work-only zone for your computer (and mouse and keyboard if you use those) and leave at least enough room to jot notes, write checks, open reference materials, etc. Creating a clutter- and distraction-free zone in your immediate workspace is essential to clearing your mind so that you can focus and be productive.
File. Immediately file away any new documents or papers you need to keep. A to-be-filed bin might seem like a good staging tool, but not if you keep putting off filing, allowing it to overflow and get out of control, the bin defeats its own purpose. So, instead, try to follow the “don’t put it down, put it away” strategy.
Also, create filing categories and consider color coding. Establish some general categories (taxes, medical, insurance, etc.) and then subcategorize more specifically as needed. A color-coded filing system, using different color files for each category, can help you find what you need and keep you organized.
Label. We cannot stress enough how key labeling is to getting and staying organized. You are more likely to put something in the right place if you can quickly identify where it belongs, and labels help you do exactly that.
Consider investing in a labeler. For labeling files, we like the inexpensive, simple-to-use Dymo LetraTag; if you want something multi-purpose that will allow you to create fancier labels for other spaces as well, the Brother P-Touch Cube Plus is a fantastic little device that’s easy and fun to use.
Trash and recycle. Immediately discard junk mail or old work product that you no longer need into a recycle bin and empty it weekly. If you dispose of documents with sensitive, personal information, keep a second bin for papers to-be-shredded and set aside one day a month to perform this task. In the area where we live, the county recycling center offers free monthly shredding services. Take advantage of programs like these or, alternately, use your own shredder or go to places like Staples or the UPS store, where shredding services are available for a fee.
Once you’ve creating an organizational system that suits the way you work and move in your space, implementing the tips in this article will help you maintain order and functionality so that you can be more productive and creative.